Taking annual leave

[maxd]

A member of my staff has (not for the first time) taken a half-day today without letting me know.  We work in a small team so it's a bit of a pain when someone takes leave unexpectedly.  She knows me well enough to know that I wouldn't refuse to let her take leave but I do think that she should at least have the courtesy to tell me she's planning to take time off.  Does anyone have any suggestions as to how I can word an e-mail to her?  I've included an extract from the staff handbook but I want to put some of my own (or other ABers'!) words in too.

Thanks 

[Hermia]

Where I work you have to give a certain amount of notice if you want to take A/L (obviously if it's an emergency or we have lots of staff the manager will use his discretion). Generally, it's two weeks notice and you have to mark it down in the office diary.

[stumpage]

DO NOT E-MAIL HER!!! You must speak to her regarding the matter. E-mail is always a dangerous thing as they can be forwarded, modified and forwarded etc. They also get misunderstood depending on how the person is feeling when they read it and she could take things personally.

Sit her down and face to face explain why you are disappointed that she didn't let you know and give her time to explain her actions. If you are not satisfied with the response then pass her the extract from the staff handbook. Give her time to read and understand it. But no matter what the response make it clear that is must not happen again.

[Hammer]

I agree with the face to face thing. My boss always 'hides behind emails' and it just puts everyone's back up.

Explain face to face that this is not acceptable and she must have her leave pre-agreed. Tell her it's not fair on everyone else, and if she does it again you'll be forced to use the disciplinary process.